Graduate Admissions Coordinator (Student Services Generalist)
Indiana University

Job Info

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Department

CHEMISTRY (BL-CHEM-IUBLA)

Department Information

Faculty and staff in the Department of Chemistry are committed to developing students' understanding of science and problem-solving skills and preparing them for careers in science and the health professions.

The Department of Chemistry is a part of the College of Arts and Sciences at Indiana University and offers a variety of outstanding employment opportunities such as academics, scientist positions, laboratory technicians, administrative and information technology support, fiscal services and purchasing, technical services (machinists, electronics, glass blowers), student and teaching services, and much more. Each and every individual in every role is integral to the success of the educational and research mission of the department, the College, and Indiana University as a whole.

Job Summary

Responsible for designing and administering student services across various or multiple student services job families and initiatives including those involving student life, programming, and support and/or student services administrations such as academic advising financial aid/scholarships, and registrar. Initiatives and programs may be focused on multiple student populations. This role frequently interfaces directly with students and collaborates with staff in own department and other departments on shared student services goals.

Department-Specific Responsibilities

• Oversees the processing and pre-screening of all applications for admission (approximately 250 per year) for both the MS and PhD programs.
• Assists with student academic appointments based on faculty input and available internal and external fellowships.
• Organizes and facilitates recruiting visits from companies.
• Coordinates with faculty and directors of graduate programs in Chemistry and in other departments to analyze and provide student academic and outcome data needed for training grant proposals and reports for funding agencies and internal and external administrative committees and offices.
• Screens the approximate 250 (annually) applications for completeness; design and work with IT personnel to implement and maintain an online database for the admissions committee.
• Ensure that graduate school application database information is accurately and securely transferred into departmental databases.
• Makes initial rejection of applicants who fall outside of established minimal requirements, as established by the Director of Graduate Admissions, and monitor progress of all applications; process and prepare evaluations and other related forms for submission to the Graduate School, International Admissions, and the College of Arts and Sciences.
• Coordinates departmental electronic and hard copy correspondence with applicants.
• Coordinates language (TEPAIC) exams for international applicants; prepare documentation to support interview list requests to TEPAIC under their guidelines, including compiling an initial assessment of evidence of English-speaking ability for each candidate.
• Coordinates the admissions process with Director of Graduate Admissions and the admissions committee.
• Confers with graduate recruiting chair on issues related to increasing the application and admission level of highly qualified graduate students to the Department of Chemistry.
• Responds to inquiries concerning Chemistry graduate programs; compose drafts and edit correspondence for Director of Graduate Admissions.
• Coordinates design and improvements of recruitment databases based on departmental need for implementation by ITG.
• Conducts analysis of recruiting efforts and efficacy and plan new recruiting initiatives to improve quality of graduate application pool.
• Prepares analysis and strategy proposals for the Director of Graduate Admissions and the graduate admissions committee.
• Travels to 2 conferences or recruiting events per year, as assigned by the Director of Graduate Admissions, to conduct graduate student recruiting.
• Designs and purchases recruiting materials and prepare and ship recruiting kits for faculty to take on recruiting trips.
• Prepares, updates, and distributes PowerPoint slides for faculty use in recruiting presentations.
• Provides support for organizing summer programs in the department for undergraduate students to conduct research. These include focused programs organized by faculty for students from specific regions as well as research experience for undergraduate students. Support recruiting, collecting applications, selecting candidates, organizing activities during the research visit, and other aspects of the program.
• Assists Director of Graduate Admissions in preparing and editing offer and declination letters for admissions and coordinate review of those by the College.
• Oversees the design and creation of program brochures and posters and entries in the University/Bloomington Graduate School bulletins to be conducted in consultation with the DGS and DGA.
• Maintains content for the graduate portion of the Department of Chemistry web site; Collects content for both the brochures and website from chemistry faculty, students, and alumni.
• Oversees the design and creation of the department-specific portion (Q-4) of the graduate application system. Working with the University Graduate School to design an application that will facilitate bringing the highest quality students to our program.
• Organizes the graduate recruiting weekends (both in-person and virtual) and individual recruiting visits, including arranging travel for approximately 60 visitors, reserving venues, planning catering, planning events, organizing meeting schedules, and coordinating student volunteers; Delegates tasks to full-time office personnel to assist in carrying out many of the details required for successful completion of these events.
• Coordinates virtual information sessions with admissions committee.
• Provides similar services for the admissions to the Bridge program, including organizing applications and interview appointments, interface with ACS administration, coordination with Bridge Director and program coordinator, and organize visits for Bridge candidates.
• Collects news updates about graduate student achievements and post to department social media accounts.
• Responds to telephone, email, and social media inquiries about graduate program.
• Maintains a working knowledge of institutional administrative systems and verify that data is accurate and submit correction requests when needed.
• Gathers information for analytics for use primarily by Chemistry academic and administrative leadership, but potentially also the College of Arts and Sciences, the Graduate School, external funding agencies, or other entities.
• Generates and analyzes statistics on qualifications of applicant pool, admission and degree completion, admission, and completion records for underrepresented minority applicants.
• Maintains alumni records of former chemistry graduate students.
• Organizes and follows up on Department SAA reporting requirements to VPFAA and to the College.
• Works with the Graduate Program Coordinator to assist with high volume duties associated with that position, especially faculty appointment sheets and student academic appointments based on faculty input and available internal and external fellowships.

General Responsibilities

• Develops and implements programs and initiatives that touch on various/multiple student-related goals, such as enhancing and reinforcing academic engagement and experiential learning; increasing student engagement, wellness, and involvement; fostering learning, inclusion, and development; supporting students in crisis and adversity; and improving the student campus experience.
• Interfaces directly with students by attending student programming events, advising student organization leaders, meeting one-on-one to discuss areas of concern on campus, and gathering satisfaction feedback from student participants to implement into future student services initiatives and objectives.
• Collaborates with staff in own department and other departments, as well as academic and campus leaders, on shared student services goals, often coordinating funding to sponsor student programs and initiatives.
• Projects outcomes for services offered at the program, department/division, or campus level. Measures and evaluates effectiveness of student services against projected outcomes; may prepare reports on impact to students and budget and may present to stakeholders on effectiveness and to secure funding for initiatives moving forward.
• May serve on committees and perform student services research across the field of higher education and at peer institutions to identify and recommend best practices.
• Plans and coordinates communications for student services initiatives to ensure student participation and engagement.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• Bachelor's degree in higher education student affairs, public affairs, counseling, social work, education, business, or related field.

Preferred

• Master's degree in higher education, student affairs, or related field.

WORK EXPERIENCE

Preferred

• 3 years of experience in administration of a large university science department graduate program.
• Experience as graduate administrator in a program with a large graduate student population.

SKILLS

Required

• Proficient communication skills.
• Maintains a high degree of professionalism.
• Demonstrated time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamic environment.
• Seeks to acquire knowledge in area of specialty.
• Demonstrated ability to maintain confidential information.
• Demonstrated customer service skills.
• Commitment to working with people from diverse backgrounds and commitment to cultural competency.
• Ability to build strong partnerships with students and other university departments.

Preferred

• Excellent computer, word processing, spreadsheet, and database skills.
• Familiarity with academic (SIS, Cicada, etc.,), financial (KFS, IUIE, Kuali Rice e-doc Lite workflows), and file distribution and workgroup (Box, Canvas, Mantis) systems.
• Excellent verbal and written communication skills.
• Ability to effectively communicate with people from diverse backgrounds, strong organizational skills, and ability to set priorities and multitask.

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation. Ability to lift 25 pounds.

Requires after hours work on the weekends of events. Friday night and all-day Saturday.

Work Location

Bloomington, Indiana

This position is eligible to work a hybrid schedule after 6 months in the role (mix between remote and in-person work), subject to change in the future based on university policy and business needs.

Advertised Salary

$49,000 - $52,000 per year based on experience.

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level: Core

FLSA: Exempt

Job Function: Student Services

Job Family: Student Services Generalist

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Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.

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Telephone: 812-856-1234

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